FACULTY FAQ's

Common Faculty Questions

Which courses are evaluated and are all course students invited?

  • All courses are evaluated at SMC.  This includes independent study, internships, labs, athletics, graduate and doctoral level courses.  
  • Courses with fewer than three students or responses are not reported to the instructor, but the data is collected and used in aggregate information.
  • All students officially registered for the course have the opportunity to complete the course evaluation. 

When are evaluations available for students to complete?

  • Most courses are evaluated after 85% of the course is completed (start to end dates); the window is during the last 15% of the course including finals week.
  • The last day of the evaluation window is usually the last scheduled meeting day of the course.  This may or may not be the day of the final exam. 
  • Short courses (<9 days, start to end dates) start on the last day of the course and have one extra day, after the last meeting day, for evaluation.  
  • All evaluation windows close at 11:59 pm the final day.

How are students notified or reminded?

  • Students receive an SMC email invitation to complete their course evaluation questionnaire (CEQ) based on the schedule above.
  • They receive two reminder emails during the open window, one about half way through the evaluation window (92% of course completed) and one within the last two days (99% of course completed).  Short courses may recieve these reminder emails in the same day.
  •  You can email the group of students that have not completed the evaluation through the system using your Response Rate page.  You will not know which students are emailed.  See instructions here. 

Can I monitor response rates during the evaluation window?

  • Yes.  Faculty is invited to view their course evaluation information about 5 days before the window for evaluation is scheduled to begin.   This course specific page contains the timing for evaluation, a course roster, and the response rate when the window is open.  Moodle access and page explanations can be found here.

What if my roster isn't correct?

  • Email the course evaluation Administrator with student details, i.e. missing student name or dropped student name, for verification of participation.

Can I change the evaluation window?

  • The evaluation window is set by policy.  You must get approval from your department chair to modify the evaluation period.

I clicked the “Finalize” button?  What does it do?

  • Nothing.  Currently this button is not in use and will not affect your course evaluation process.

What if there is more than one instructor for a course?

  • Your students will only receive one CEQ for the course.  The system will insert a section of questions for each instructor.  The course questions will be common for all instructors.
  • Each instructor will receive a separate summary report with only their own response data, but will have the same course response data for all instructors.

How can I increase my response rate?

  •  If practical, we strongly advise faculty to provide students with scheduled class time (i.e. in your syllabus) to complete the evaluation.  A short narrative of strategies to increase response rates can be found here
  • Since the system is automated through emails, to increase response, we heavily rely on instructors informing their students that the evaluations are going to begin, are in progress, and will end soon.
  • Students are more likely to complete course evaluations if they see value in them.  Talk to them about how you use the evaluation information.
  • The University of Oregon has an informative page for course evaluations, Response Rates and Accuracy within this page the section I make difference in response rates? discusses how to increase response rates and follows with how to get more meaningful open comment answers.

How is confidentiality managed? 

  • Faculty cannot see which students have completed an evaluation, only who was invited and the response rate for the entire course.
  • You will never have access to student identifying information corresponding to responses.
  • The quantitative data is reported in aggregate form and the open comments are grouped together as unidentified typed text.  
  • You do not have access to the results report until after grades are submitted.
  • You will not see the result report if the threshold of three responses is ‘not met’.

When will the summary reports be available?

  • Reports will be available according to the following schedule:
  •  -Semester Courses – Two weeks after grades are due.
  •  -Quarter Courses – One week after the term end date.
  •  -Trimester Courses – Two weeks after grades are due.
  • Reports may be withheld from individual instructors if grades have not been submitted by these dates.

 How do I access my reports?

  • You will receive an email from the system with a link to view your term reports.
  • You can access current and all historical online reports through your MOODLE page.  Instructions for MOODLE Access can be found here.

 Who sees the report results?

  • Instructors can see their own reports if the threshold for anonymity is reached.
  • Department Chairs and Deans can access reports for their respective departments and schools.
  • The Provost and Vice-Provosts for undergraduate and graduate affairs have access to all reports.
  • Rank and Tenure committee has access to specific faculty reports.

 Where can I read the Faculty Governance regarding course evaluations?

  • The Faculty Handbook
  •       1.4.2.4 2d. & 3e.
  •       1.7.4.5 - 1.7.4.6
  •       1.7.4.8e
  •       2.6.1-5